MINUTE OF MONTHLY MANAGEMENT MEETING Held on17 May 2004 room D312, 5 rbe Gustave Flaubert =" © Present : Mr Jason Brown, Dispatching Manager Mr Julian Chambers, IT ® Manager Mr Stuart 1, Managing Director Mr lan Morganfimport-Export Manager : Ms Rachel Morris, Public Relations Director Ms Isabel Robinson, Human Resources Director Ms Carol Wyman, Facilities Manager Apologies Ms Christine Malkinson, Marketing Director Agenda : 1. Relations between the import-Export anc Dispatching Departments. 2. Reorganization of the Payroll Departme tt. 3, Rearrangement of the Reception area, Rachel Morris was appointed chairman and declared the meeting open. Ms Morris asked for the minutes of the meeting of 19 April 2004 to be read aloud. The agenda was then read aloud. 1, Relations between the Import-Export and Dispatching Departments 1.1 Coordination issues Mr Morgan pointed out a communicaticns problem between his department and Dispatching. He complained about frequent errors in deliveries which he felt were caused by lack of coordination bet- ween the two departments. Mr Brown agreed with Mr Morgan on thispoint. 1.2 Creation of a fi n officer position Ms Robinson suggested a liaison officer position be appointed to ensure better coordination between the two departments. This sug- gestion was approved by Mr Hobson. He asked her to proceed with recruiting @ cocrdinator in-house. 2. Reorganization of the Payroll Department Ms Wyman pointed out several matfunctions in the Payroll Depart- ment. Mr Chambers explained the origin of those malfunctions and suggested they could easily be solved by installing a new IT system, Mr Hobson approved this suggestion and asked Mr Chambers to submit a detailed project proposal to him. 3. Re-design of the reception area ‘Ms Wyman put forward a proposal for redesigning the reception area. She pointed out that the receptionist had received complaints ‘rom severd visitors about the air-conditioning system. Ms Wyman stated that the heat was stifing there. She also ported out that the lighting system was not appropriate ‘and should be changed. Mr Hobson agreed thatthe air-conditioning system should be cec- ked thoroughly but objected to changing the lighting system ir the short term. ‘There was ro other business. ‘The next meeting s currently scheduled for 21 June 2004 at 2:30pm. Ms Mortis thanked participants for their hard work in driving the discussions. ‘The meeting was then closed at §.00 pm. signed 17 May 2004 Rachel Moris Chairman en ET